Grant Administrator (Administrative Analyst/Specialist, Exempt I) - Office of Research and Sponsored Programs (503702)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Nov 28, 2021
Full Time Accounting and Finance Administrative Analysis and Research Clerical and Administrative Support Fundraising or Grants Administration

Job Description


Working Title

Grant Administrator (Administrative Analyst/Specialist, Exempt I) - Office of Research and Sponsored Programs

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Office of Research & Sponsored Programs

Appointment Type


Time Base


Work Schedule

Monday - Friday; 8:00AM - 5:00PM

Salary is commensurate with experience.

Position Summary

This position serves as a Grant Administrator (GA) for a large portfolio of externally funded grants and contracts in the Office of Research and Sponsored Programs (ORSP). GAs work as part of an ORSP team responsible for all areas of research administration, including both pre- and post -award functions. GAs are expected provide full the full range of services to Principal Investigators(PIs) from proposal submission to project close out, while ensuring compliance with funder guidelines.

Position Information

All of the essential job functions listed below involve:
  • Organizing and planning multiple pre- and post-award projects and deadlines
  • Independent decision making
  • Reviewing large number of transactions
  • Resolving complex issues
  • Establishing effective working relationships with other departments
  • Providing excellent customer service
  • Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
  • Demonstrate safe work practices for oneself, others and the office environment
  • Proposal preparation and submission: Read guidelines thoroughly and become familiar with instructions, noting any special requirements or restrictions; meet with PIs to explain pre-award policies and processes, to discuss the guidelines, and to delineate tasks; develop budget; prepare required proposal documents; work with ORSP HR staff to project salary and benefit costs; interface with funding agencies and serve as liaison between PI and agency contacts; prepare and submit complete and accurate proposal documents using the Proposal/Grants Management system and/or agency portals; submit proposals in advance of agency deadlines.
  • New award set up and PI orientation: Review award or contract documentation and meet with PI to go over major provisions concerning budget provisions and restrictions, waived and unwaived budget categories, period of award, and deadlines for progress and financial reports. Review major compliance issues as needed, including subrecipient monitoring, human and animal subject use and conflict of interest. Revise budget if changes are needed. Discuss and plan pre-award spending process, spending mechanisms, including HR procedures for hiring and paying personnel. Send out funding notification, enter award information into the Proposal/Grants Management system and prepare budget forms for Fiscal Affairs so that the project can be set up in the financial system. Also, budgets and other plans may need to be revised for the PI's other grants and/or contracts as a result of the new award.
  • Ongoing review and monitoring of awards: Review transactions for allowability, allocability, reasonableness, consistency, availability of funds and period of award. Transactions include vendor and subrecipient invoices, purchase orders/requisitions, reimbursements, hospitality claims, travel advances and claims, stipend requests, honoraria, independent contractor packets and transactions related to hiring and paying project personnel. Schedule regular meetings with PIs to 5% - Other duties as assigned review projects. Prepare budget revisions and obtain funder approval if necessary, process supplements, calculate carryover, set up continuation budgets for multiple year projects, review and submit no cost time extensions, prepare fund transfers/journal entries, monitor indirect costs in categories of waived and unwaived expenditure, ensure that progress and financial reports are submitted in a timely manner and monitor cost share commitments.
  • Award close out: Prepare budget projections at least 90 days before the grant/contract is expected to end, meet with PI to discuss final deadlines and develop a spending plan. Track final invoices and expenditures and close out purchases orders. Closeout projects in a timely manner and within budget. Work closely with Fiscal Affairs to resolve invoicing and financial reporting issues.
  • Mentor and provide lead work direction
  • Other: Accurately track proposal submissions, award information and other critical financial data in office systems and respond to data/reporting requests. Participate in meetings, internal and external trainings, and professional development opportunities. Other duties as assigned.

Minimum Qualifications
  • Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
  • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
  • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
  • Working knowledge of operational and fiscal analysis and techniques.
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
  • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
  • Ability to train others on new skills and procedures and provide lead work direction.

A background check (which may include: checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as position requires). Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Preferred Qualifications
  • Three to five years of experience in research administration (pre- and post-award) and as a grant/research administrator in a University or non-profit setting.
  • Experience interpreting funding opportunity guidelines and submitting proposals to major funding agencies in federal, state, and non-profit agencies; demonstrated experience and success in the financial management of multiple projects in the post-award phase.
  • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to grant and contract administration in order to develop conclusions and make recommendations.
  • Knowledge of cost principles and regulations related to grants and contract administration, including Uniform Guidance
  • Advanced knowledge of general office software, especially spreadsheet and database applications.
  • Knowledge of standard processes and software in the development and submission of grant proposals
  • Working knowledge of standard budgeting and accounting practices and fiscal analysis techniques.
  • Knowledge of Federal agency guidelines (NSF, NIH, USED, NOAA, NEH, NEA, and others).
  • Certified Research Administrator certification or related advanced degree preferred; experience with system to system pre-award software.

Core Competencies - embody the following competencies:
  • Bias toward collaboration and teamwork.
  • Effective oral, written and nonverbal communication skills.
  • Customer/Client Focus with an emphasis in problem solving and resolution.
  • Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
  • Diversity and inclusion.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: August 31, 2022

Job Address

San Francisco, California 94132 United States View Map